Property Management Administrator

Job Overview:

The Property Management Administrator’s primary responsibility is to assist and support a Property Management Team, working closely with the Property Managers.

Reporting to:

Operations Manager for the first week of general training
Property Manager Team Lead
Member of Remote Professionals Teams Group

Job Responsibilities:

New Clients (Owners) / Properties

Assist with onboarding as needed.
Review client/owner and property information, agreements, and forms to become familiar with each new account.
Verify information entered into the Appfolio database is accurate.

Marketing

Prepare Appfolio information/Property Page for advertising.
Ensure the Marketing Description is accurate and includes all required information.
Process Zillow Addendum as needed
Post ads to the website, internet feed, and SJA Facebook page
Post to Craigslist as requested
Audit & refresh ads weekly
Communicate showing details with leasing agents

Application Screening

Monitor applications and review to ensure all criteria are met, and all required documents are uploaded.
Run screening reports
Verify rental history and employment
Send Approval or Adverse Action Letters

Move-Ins/Lease Preparation

Prepare the Property Page with updated information.
Prepare Tenant Page
Generate accurate leases
Share HOA documents with Tenants as needed
Update HOA with new tenant information

Renewal Leases

Run monthly reports for up to 90 days and initiate the process
Prepare the Property Page with updated information
Generate accurate leases
Enter/edit recurring charges
Update lease signed dates as necessary

Maintenance/Utilities/In-tenancy requests

Assist with vendor/tenant follow-up as requested.
Troubleshoot utility issues and service questions
Assist with additional lease addenda as needed.

Move-outs

Monitor Notices to vacate and initiate the process
Notify utility companies of vacancy

Departing Owners

Initiate the departing owner process.
Cancel owner allocation agreements and third-party billing.

Team Administrative Tasks

Monitor owner/tenant insurance expiration monthly.
Review Insurance documents for owners/tenants received via mail
Update expiration dates & upload documents
Assist with documenting property information (Fixed Assets, Filters, Utilities, etc.) in Appfolio as requested
Organize documents/attachments in Appfolio into folders
Assist with general administrative projects as needed, such as:
Upload additional inspection files/photos to the tenant page
Convert Word files to pdf
Convert jpg files to pdf
Merge files
Resize files
Communicate to owners on the PM’s behalf
Communicate to tenants on the PM’s behalf
Call tenants for follow-ups
Call HOAs for new contact info
Send files to owners/tenants to sign via DocuSign

Programs and helpful Knowledge

Appfolio (database)
Process Street (tasks)
LeadSimple (tasks)
DocuSign (document signing program)
Second Nature (filter program)
Abodea (maintenance program)
HOA management
Utility management

Additional tasks and opportunities may be added as proficiency increases.